An introduction to DSpace May 2, 2013 An introduction to DSpace

Module 5 – User Accounts By the end of this module, you will … Understand why user accounts are required, and how to create a user account. Understand what groups are and how they are created. Know how to make a user account a DSpace administrator Have created an initial administrative user This module will introduce the concept of users and groups in DSpace. Users require accounts to be able to log in and submit or edit items. Logical collections of users can be placed in groups to make administration easier. Some users have additional rights that let them administrate the software. These concepts are explained in this module. Users and groups are explained more in-depth in the module ‘User management and authentication’.

DSpace user accounts User accounts are required in order to grant privileges to different users If not logged in, you are considered to be an anonymous user If you have a user account, privileges can be granted to you to allow you to interact with DSpace Some users will be ‘administrators’ and have access to all functions in DSpace User accounts are required in DSpace in order to allow DSpace to differentiate between users of the software. There are different privileges that can be assigned to users: Anonymous user If not logged in, users of DSpace are considered ‘anonymous users’. Privileges such as viewing items are often given to the anonymous user so that anybody can view the items. Normal user Once logged in, normal users can be given privileges in order to allow them to submit to different collections. Individual users can be given rights in certain areas such as editing items in one particular collection. Administrator Some users can be made administrators. They have full access to all functions on all items in DSpace. 3

Creating users To create a user (self-creation) Click on MY ACCOUNT – Register link Click on Using the UH Web Login Service … link OR Enter email address in the box at bottom of the page and click Register button. New users have no privileges A newly created default user will only have the same permissions that an anonymous user has. See other modules relating to collections to see how to grant submission rights to a user. New users will have permissions to use facilities such as setting up alerts for new materials added to collection. 4

DSpace Groups Combine users into logical groups E.g. Assists with the management of users Assign privileges to group not individuals Groups can be members of other groups E.g. Computer Science staff group Faculty staff group All staff group DSpace is able to combine users into logical groups. This can assist with user management. If you have a collection of users, all of whom need the same privileges then create a group for them. When it comes to granting the privileges, grant them to the group rather than each individual user. You may wish to use groups as follows: Groups for faculty from different departments: Create a group called ‘Computer Science staff’ and add all relevant users to that group. Those users will then inherit the privileges associated with that group. Users can be a member of multiple groups. For example an administrator may work for two different departments. By putting them in both groups they will inherit both sets of privileges. Groups can be members of other groups. This can be useful if for example you want to structure your DSpace groups to match your organizational structure: User X is a member of the department of computer science group and inherits those permissions. The department of computer science group is a member of the science faculty group and inherits those permissions. The science faculty group is a member of the university staff group and inherits those permissions. 5

Special groups Two special groups: Anonymous: Administrator No users in this group. This group is used when the user is not logged in. Administrator Contains users who should have full administrator access. There are two special groups in DSpace: Anonymous: The anonymous group does not normally have any users added to it. Administrator The administrator group contains all the users who require system administrator level access. 6

Administration Overall Administration for the UH System Repository will be handled as part of the service contract. The UHM System Administrator will give each designated repository community manager administrative privileges. The community administrator will then be able to add new E- Persons and give them certain privileges. 7

Exercise You have all be given administrative privileges. Register a fictitious new E-Person. Edit this new account. 8

Credits These slides have been produced by: Stuart Lewis & Chris Yates Repository Support Project http://www.rsp.ac.uk/ Part of the RepositoryNet Funded by JISC http://www.jisc.ac.uk/ 9

Credits These slides are based on a DSpace Course produced by: Stuart Lewis & Chris Yates Repository Support Project http://www.rsp.ac.uk/ Part of the RepositoryNet Funded by JISC http://www.jisc.ac.uk/ 10